Tips for Writing to Your Elected Official: Effective Communication Strategies

July 29, 2024

Communicating with your elected officials through writing is a powerful way to influence policy and advocate for change. Whether you’re sending a handwritten letter, an email, or a signed petition, your message can make a significant impact. To ensure your communication is effective and persuasive, follow these essential tips:

General Tips for Writing Letters

  1. Keep It Short
  2. Brevity Matters: Limit your letter to one page, or two at most. Legislators often have limited time, so a concise letter is more likely to be read and considered.
  3. Legibility
  4. Write Clearly: If you’re writing by hand, ensure your handwriting is legible and avoid writing on the back of the page. Consider typing your letter to avoid readability issues.
  5. Include Contact Information
  6. Provide Details: Include your name, address, and email to facilitate a reply and verify that you are a constituent of the legislator’s district.
  7. Identify Yourself as a Constituent
  8. Start with Context: Mention at the beginning of your letter that you are a constituent. This helps establish your connection and relevance to the legislator’s work.
  9. Focus on One Issue
  10. Be Specific: Stick to a single topic to maintain clarity and avoid diluting your message. This makes it easier for the legislator to understand and address your concerns.
  11. Be Concise
  12. Get to the Point: Present your main points clearly and use specific examples to support your position. Avoid lengthy explanations and stick to the essential details.
  13. Maintain Courtesy
  14. Be Polite: Use a respectful tone throughout your letter. Avoid threats or aggressive language, as a courteous approach is more likely to yield a positive response.
  15. State Your Purpose Early
  16. Be Direct: Clearly state the purpose of your letter in the first paragraph. If you are discussing specific legislation, identify it by its bill number (e.g., House Bill H.R. ___, Senate Bill S. ___).
  17. Be Persuasive and Factual
  18. Support Your Case: Make a compelling argument supported by facts and evidence. Persuasive writing combined with solid data can significantly impact your message.
  19. Don’t Apologize for Writing
  20. Value Your Input: Your input is valuable, so don’t apologize for taking the time to write. Your perspective is important and should be communicated confidently.
  21. Write to Your Legislator
  22. Stay Local: Address your letter to your own legislator. Contacting officials outside your district is less effective unless your issue is of broader significance.

Addressing Correspondence

  • To a Senator or Representative:
The Honorable [Full Name]
Pennsylvania House of Representatives or Pennsylvania Senate
[Office Address]

Specific Tips for E-mails

  1. Include Your Mailing Address
  2. Identify Yourself: Indicate your address and mention that you are a constituent in the subject line or the first line of your email.
  3. Personalize Your Message
  4. Add a Personal Touch: Modify form emails to include your personal story or specific details while keeping the core request consistent.
  5. Be Brief and Clear
  6. Get to the Point: Clearly state your request in a concise manner. Keep your email focused on the main issue.
  7. Avoid Cc’ing
  8. Send Individually: Send individual emails rather than using the Cc function, even if the message is the same. Personalized emails are more effective.
  9. Encourage Others
  10. Mobilize Support: Ask others who share your concerns to send similar emails. A collective voice can amplify your message.
  11. Follow Up
  12. Supplement Your Email: Complement your email with a phone call, handwritten letter, or personal visit to reinforce your message.

What to Expect

  • Reply: Be prepared to receive a response, which may include a form letter. This indicates that your message has been received and considered.
  • Follow the Issue: Stay informed about developments related to your issue after sending your letter. This helps you stay engaged and updated.
  • Further Action: If your representative supports your position, send a thank-you note to express your appreciation and reinforce your support.

By adhering to these guidelines, you can enhance the effectiveness of your written communication and advocate more successfully for the changes you want to see. Your well-crafted messages can make a difference in shaping policy and fostering meaningful dialogue with your elected officials.